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Administrative & Procurement Assistant |
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Written by Administrator
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Monday, 19 November 2007 |
Position Title: Administrative & Procurement Assistant
Location: Semarang
Supervisor/Title: Provincial Coordinator
Line Manages: N/A
VACANT POSITION
International Relief and Development, Inc. (IRD), is a non-profit
organization specializing in international development and humanitarian
assistance in over 20 countries. IRD works with a wide range of partners to
design and implement, and provide technical assistance in the areas of
health, economic development, relief, infrastructure, civil society
and food security.
IRD Indonesia is inviting dynamic, committed, experienced and highly
motivated candidates to join our team for the following position:
Position Title: Administrative & Procurement Assistant
Location: Semarang
Supervisor/Title: Provincial Coordinator
Line Manages: N/A
Overview
Decentralized Basic Education: Youth Life Skills [DBE3] is a five years
program that seeks to improve the basic education received by students
in junior high school so that it directly relates to the skills needed
upon entering the workforce; and assist youth who have dropped out of
school before receiving their junior high school certificate to build
the skills needed to better participate in the community and workforce.
It is one component part of the wider USAID funded Improving the
Quality of Basic Decentralized Education Program [IQDBE]
General
The Admin & Procurement Assistant is responsible for the
administration, procurement and logistical support functions for DBE3 in Semarang
office. She/he will work closely with the Operations Officer, DBE1 and
DBE2 admin staffs in the completion of their duties
Administration
· Responsible for correspondences management, documenting, filing ,
and confidential sensible
Drafting, preparing, and sending letters to MONE/MORA and or School
partners of DBE3
Make confirmation to MONE/MORA and partners regarding all of the
correspondence made
Ensure that all incoming and outgoing letters are filed properly and
easily to be tracked
Ensure that all incoming and outgoing letters are being numbering and
noted in the Log Book
· Collecting/Preparing daily timesheet for all staffs, summarize it
once a month, and send it to Jakarta
· Maintain monthly reports on usage of mobile phones
· Prepare contracts for local freelance experts and consultants,
with close coordination with Operations Officer and Education Officer
· Responsible for the database of contacts, maintains an up-to-date
list of contacts addresses
· Organize pick up and delivery of material and correspondence
Procurement
· Responsible of preparing travel and hotel arrangements for staffs
and consultants, in coordination with Operations Officer, Education
Officer and or other DBE3 offices/staffs
· Ensure that bookings/tickets are done/delivered on a timely
manner.
· Completes various PRF requested by DBE3 staffs and find good
quotation needed for the goods or services in coordination with supervisor,
in terms of the supporting documents/justifications/specifications are
completed
· Keeps exploring a new vendor, in order to get better offer and
cost reduction and keeps renewing the deal with old vendor, in order to
get low price
· Prepare/make duplication/photocopies of training/workshop
materials, i.e. modules and handouts, in accordance with total participants
· In coordination with program staffs, responsible for organizing
events/trainings/workshops such as: preparing venue, invitation,
accommodation, logistics, handouts
Logistics
· Ensure that all office equipments and vehicles are well maintained
· Scheduling the maintenance of office equipment and motorcycles as
required
· Maintain and updating the database of office asset inventory
· Preparing monthly inventory report
· Provide office supplies for daily operation for all staffs
· Coordinate with all staffs in the collecting and checking of
vehicles/motorcycles tracking use or vehicle log sheet
Other
· Assisting program staffs in the coordination with the related
institution
· Assisting finance unit on timely delivery of banking documents to
the relevant banks
· Assisting program staffs in training/workshop in the districts
level and or in the DBE3 school partners.
· Demonstrate familiar with IRD¢s and USAID rules and regulations
especially for procurement
· Perform other duties as may be assigned
Qualifications
· Minimum diploma degree in business, management or a related
field
· Minimum of two years experience in an equivalent position
· Previous experience working in an International Non
Government or non profit organization
· Excellent computer skills, especially in Microsoft word and
excel
· Excellent interpersonal skills and ability to establish and
maintain effective working relationship with other team members
· Excellent organizational and time management skills;
· Excellent written and oral communication skills;
· Ability to create a supportive environment amongst all staff
· Able to work comfortably and effectively with or without
supervision, either at own initiative or under direction
· Proficiency in English
· Open, honest and reliable
· Ability to establish priorities and plans
· Ability to work under pressure and cope with deadlines
· Good interpersonal skills
Interested applicants should submit their letter of interest,
comprehensive CV, salary history, 3 references letter and contact details by
e-mail to:
This e-mail address is being protected from spam bots, you need JavaScript enabled to view it
Please insert the position title as your e-mail subject and
applications must be provided in English. Closing date for applications is:
November 26, 2007. We regret to announce that only short-listed candidates
will be contacted for interview.
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